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Recruiting and Hiring

Section: Employment Practices

Responsible Office(s): Human Resources

Effective Date: 09/01/1996

Revised: 10/01/2002, 5/29/2018

Scope

This policy provides an overview of the Iona College (“the College”) hiring process, employing temporary employees, and use of search firms. It is intended as a guideline to assist in the consistent application of College policies and programs for applicants and employees. The policy does not create a contract implied or expressed, with any Iona staff who are at-will employees. Where contracts exist, terms must be followed. The College will comply with applicable laws and regulations in the employment of all non-U.S. citizens. The College will provide reasonable accommodation to applicants with disabilities upon request. Iona reserves the right to modify this policy in whole or in part, at any time, at the discretion of the College.

Policy

A. Interviews

The Hiring Managers, and in some cases, Human Resources, should conduct phone, video and/or in-person interviews with qualified candidates and use consistent lines of inquiry to determine selection of the final candidate(s). Questions should be job-related and not be or perceived to be about race, sex, national or ethnic origin, religion, marital or parental status, sexual orientation, gender identity or gender expression, disability, military service or genetic information. Click here for a list of appropriate vs. inappropriate interview questions.

The College encourages employees to seek positions that will advance their careers, and in the spirit of transparency, recommends that the internal candidate notify the current supervisor after the initial conversation with the hiring department and if there is mutual interest in pursuing that employee’s candidacy. The College does not tolerate retaliation of any sort and encourages employees to communicate openly and appropriately in these circumstances.

B. References

For external candidates, the candidate should provide the Hiring Manager with contact information of at least three references. For management positions, the Office of Human Resources recommends speaking with a supervisor, subordinate and peer for a more comprehensive background check. These references should be checked and documented by the Hiring Manager prior to an offer being extended. Such references are required for the new hire’s personnel file. Link here for suggested reference questions.

For internal candidates, the Hiring Manager should contact at least two references and speak with the current supervisor before making an offer on all transfers within Iona. The Hiring Manager may also ask Human Resources to provide information on past performance. Hiring Managers should use the same criteria for asking relevant reference questions as they use when conducting interviews.

C. Background Checks

Iona will conduct pre-employment background checks consistent with the College’s Pre-Employment Background Screening policy.

III. Hiring

A. Offers

When the Hiring Manager has made the final selection of the candidate to hire, a conditional offer may be extended to the finalist candidate, after consultation with Human Resources and pending the satisfactory completion of the background check. Human Resources will confirm the employee’s hire date with the Hiring Manager when the background check is complete. Individuals should not begin working until Human Resources sends an offer letter, NY State mandated notice of pay and access to the portal with instructions for onboarding – forms to complete, mandatory compliance training and introduction to the College.

B. Rescinding an Offer

Under certain circumstances, it may be necessary to rescind a contingent offer of employment. These circumstances include, but are not limited to the following:

  • A candidate fails to comply with established timelines associated with the pre-employment screening process;
  • A candidate does not pass the pre-employment screen;
  • A candidate omits or falsifies information on the application or related documents;
  • Reference information is unfavorable or inconsistent with information provided by the candidate.

C. Pre-Adverse and Adverse Process

In the event that it is appropriate to rescind an offer, Human Resources will follow the pre-adverse and adverse process as outlined in the College’s Pre-Employment Background Screening policy.

D. Temporary Employees

Hiring of employees for temporary positions is conducted through Human Resources. Temporary positions are created for a limited period of time, but no more than six months or on a situational basis as needed.

  • To ensure consistency in hiring processes and adherence to compliance requirements, Human Resources is also responsible for contracting with and managing all outside temporary employment. Arrangements with individuals providing services with the intent to pay through accounts payable or other procurement processes should be reviewed and approved by Human Resources. The department should contact their human resources consultant for a determination of whether a Consultant/Independent Contractor relationship exists. Those who do not meet the IRS eligibility requirements may be considered for hire as Iona College temporary employees.

E. Rehires

Human Resources will review the personnel file of the former employee who has applied for reemployment and verify eligibility for rehire before forwarding the application. The Hiring Manager will be advised of the former employee's eligibility for rehire and the requirement to check references.

F. Bridging

Some benefits such as vacation accrual and retirement matching contributions may be bridged if an employee has completed at least two consecutive years of service in a regular, full-time and/or part-time position immediately prior to their last separation or changes to temporary work-status and returns to a regular or term position in less than one year. Temporary positions are not counted when determining whether two years of service has been completed.

G. Transfers

Employees must have successfully completed the 90-day orientation period and have remained in the current position to allow for a one-year evaluation period to be eligible for a transfer. Iona encourages employees to establish a long-term, stable working relationship before seeking other career opportunities within the College. Individuals who are not meeting performance expectations must disclose any formal performance counseling to the Hiring Managers to be eligible to transfer within the Iona system.

H. Employment of Minors

Iona does not employ individuals under the age of 18 in regular full or part-time positions. Due to safety concerns, minors may not work in certain types of laboratories or operate certain types of machinery/equipment.

IV. Orientation

Orientation is provided to all new employees, generally during their first month of employment.

Iona utilizes a 90-day Orientation Period for newly hired employees. This orientation period provides the new employee an opportunity to acclimate to their new position and Iona and provides the supervisor an opportunity to develop and assess the skills of the new employee. Review the Orientation Period policy.

Internal transfers and promotions are also subject to an Orientation Period.

V. Definitions

Term Definition
Applicant Any jobseeker who 1) submits an application via Iona's online application process, and 2) meets the basic qualifications of the job as determined by Human Resources.
Candidate An applicant who has been referred for consideration by Human Resources or the Hiring manager to the selection team or search committee, for a specific position.
Hiring Managers Manager or other Iona employee with the authority to make a hiring decision.
Requisition An electronic document filled out by a Hiring Manger or their designee on where they want to initiate recruitment for an opening.
Posting Placing information about an opening on the Iona College career site to notify the public and Iona College staff and faculty of employment opportunities.
Regular Position (full time, part time) An ongoing position that has no defined end date, unless stated in a contract. “Ongoing” does not mean that the position cannot end, just that there is no current expectation that the position will end at a defined time.
Full time The status of a position in which the standard work schedule requires a minimum of 35 hours per week and offers eligibility for all Iona benefits. Questions regarding benefits eligibility may be directed to the Benefits Manager.
Part time The status of a position in which the standard work schedule requires less than 35 hours per week. Part-time positions do not offer eligibility for most employment benefits (with the exception of vacation and in some cases retirement). Questions regarding benefits eligibility may be directed to the Benefits Manager.
Temporary position A specific position limited to a duration of no more than six months which does not offer benefits (there may be some benefit exceptions per applicable laws). Questions regarding benefits eligibility may be directed to the Benefits Manager.